Administrative Assistant for Athletic Director @ Shawnee Heights High School

Title: Administrative Assistant to Athletic Director

Reports to: Athletic Director and Building Principal

Purpose and Objectives of the Position: The Administrative Assistant to the Athletic Director provides office and clerical support to assist the efficient operation of athletics and activities at Shawnee Heights High School. To accomplish these tasks, the Administrative Assistant works closely with the staff and administration of the district and handles confidential information and frequent contact with students and the public.

Essential Job Functions

I. Records, Reports, and Correspondence

*Some responsibilities are subject to Athletic Director and Principal's discretion.

• Ability to coordinate office and clerical support to assist with the efficient operation of the athletic department and school.
• Prepare written correspondence, forms, schedules, bulletins, or reports.
• Ability to obtain, gather, and organize pertinent data as needed.
• Ability to schedule appointments and assemble material for activities and sports events.
• Ability to create reports when needed using PowerSchool or excel.
• Maintain school calendar of events including updating athletic website.
• Keep track of and process event contracts and facility use and identifying calendar conflicts.
• Organize extra duty sign ups and workers for events.
• Keep track of monthly extra duty timecards.
• Provide KSHSAA forms and responsibilities to coaches and document their completion.
• Be detail oriented and accurate in all work done.
• Order supplies and items needed for events and banquets.
• Keep the athletics page on the district website updated.

II. Reception and Phones

• Assist students, teachers and parents as needed.
• Ability to respond to information requests in a cooperative, courteous, and timely manner.
• Receive incoming calls, take reliable messages, and route to appropriate staff.
• Ability to distribute office passes and notes as directed.

III. Files

• Maintain physical and computerized files so that information is easy to access and use.
• Ability to maintain an orderly filing system.
• Process athletic physicals and athlete paperwork.

IV. Physical Requirements/Environmental Conditions

• Requires prolonged sitting or standing, and use of equipment including repetitive motions and computer eye fatigue.
• Must occasionally work in a noisy and crowded environment, with numerous interruptions.
• Must be able to handle multiple tasks at one time efficiently and courteously.
• Must be able to prioritize tasks for completion.

V. General Responsibilities

• Ability to ensure all activities conform to district guidelines.
• Ability to safely operate all equipment as required.
• Sort, distribute, or deliver mail and other documents.
• Ability to assist with preparing student awards/certificates/buttons for Awards Assembly.
• Ability to keep current on new information, innovative ideas and techniques.
• Ability to perform other duties and assume other responsibilities as assigned by the athletic director or building principals.

Knowledge, Skills and Abilities Required

• High School diploma or equivalent.
• Experience as an Administrative Assistant, with customer service skills.
• Proficient typing, word and data processing, proofreading, and file maintenance skills.
• Effective organizational, communication, and interpersonal skills.
• Ability to use computer and software to develop spreadsheets, and databases.
• Ability to use computer, printer, copier, fax machine, and calculator.
• Ability to communicate and work effectively and cooperatively with staff members of the school district and community.
• Ability to react to change and frequent interruptions in a productive and positive manner, meeting deadlines as assigned.
• Ability to work to implement the vision and mission of the school district.
• Ability to always observe and follow all school district policies.
• Ability to implement and follow all district health and safety policies, including all precautions of the Bloodborne Pathogens Exposure Control Plan.
• Must verify good health by passing a physical examination, which includes TB and drug test as required.
• Desire to continue career improvement by enhancing skills and job performance.
• Ability to keep student and personnel information and records confidential.

Terms of Employment: At Will. Salary to be established by the Board.

Evaluation: Performance of this job will be evaluated in accordance with the provisions of the USD 450 Board of Education's policy on Evaluation of Professional Personnel and this job description.